Reconciling/specification (hereinafter referred to as reconciliation) between Acubiz and the company's ERP system serves as a verification process to ensure that all transactions have been accurately posted. This process essentially involves confirming the balance between Acubiz and the ERP system.

• Specification of debit balance on provision for costs
• Make the reconciliation between Acubiz and ERP
• Reconciliation pointers
• Reconcile provision for costs
• Reconcile provision to creditor

Specification of Debit Balance on Provision for Costs

The balance shows that there are costs in Acubiz that have not yet been expensed. It is therefore useful to know what the balance consists of to be able to book the costs correctly.

Go to FINANCE -> RECONCILIATION -> PROVISION FOR COSTS to get an overview based on transactions. Pay particular attention to whether there are transactions from an older date. If this is the case, a more detailed follow-up may be necessary instead of simply waiting for the employee to settle their transactions.

Make the Reconciliation between Acubiz and ERP

Since Acubiz is a living system where new credit card transactions come in daily, the picture will look different daily, in fact, also during the day. Therefore, there are points that must be carried out before a correct vote can be taken.

Reconciliation Pointers

1. The area FINANCE --> NOT MATCHED must remain empty. 
   There must be no transactions that lack user association. These transactions are included in the Acubiz reconciliation overview for Provision for Creditor; however, they cannot be exported for accounting purposes in the company's ERP system, which may lead to discrepancies in the financial balance. Therefore, please ensure that automatic matches have been established for all credit cards.
2. All transactions must be exported
   all export files must be generated from Acubiz. This requirement pertains to Etrans provisions, costs, and Etrans invoice export. Failure to export these files will adversely impact the reconciliation process.
3. Everything must be recorded
   All exported accounting files from Acubiz must be uploaded and posted in the company's ERP system prior to any adjustments affecting the balances on provision accounts. Consequently, there should be no unposted drafts unless the ERP system is capable of accommodating the balance with unposted drafts.  

Upon completion of the aforementioned tasks, you may proceed to determine the areas of interest:

In Acubiz, two provision accounts are utilized for the company's credit card: Provision for Operations and Provision for Creditor. Depending on the credit card provider, reconciliation may be performed on either one account (Provision for Cost) or both accounts. The distinction lies in whether the credit card provider submits the monthly invoice to Acubiz. Not all credit card providers can furnish data for the monthly invoice from Acubiz. There are two distinct accounting principles concerning the delivery of a monthly invoice. Please refer to the accounting principles here.

• Electronic transactions with a monthly invoice
• Electronic transactions without a monthly invoice

Reconcile Provision for Costs

The balance for the provision for costs represents the transactions that have been allocated for costs and, as a result, are not recognized as expenses in operations. These transactions are processed within Acubiz and may be categorized under various statuses, including ongoing, submitted for approval, approved, and finance verified (ready for export).

Go to: FINANCE --> RECONCILLIATION --> PROVISION FOR COSTS

It is imperative that the balance on the account utilized for operational provisions within the company's ERP system aligns with the balance indicated by Acubiz:

Related:

• What checks can be made if the reconciliation does not match

Reconcile Provision to Creditor

Provision for creditors represents the transactions that have been incurred since the last invoice and have yet to be billed. Consequently, it serves as a preliminary estimate of what the forthcoming invoice from the credit card company will entail, at a minimum. These transactions may exist at various stages within Acubiz and can be exported in the cost reports, with the possibility of additional transactions occurring prior to the arrival of the invoice.

• ℹ️This matter can only be resolved if the credit card provider supplies monthly invoice data to Acubiz. In the absence of the monthly invoice, the balance will remain unadjusted in Acubiz.

Go to: FINANCE --> RECONCILIATION --> PROVISION FOR CREDITOR

It is imperative that the balance on the account utilized for provisions for creditors within the company's ERP system corresponds with the balance displayed by Acubiz:

Related:

• What checks can be made if the reconciliation does not match